📆 Calendar Events

How Aboard’s Calendar Booking Flow Handles Time Zones and Availability

When a user picks a meeting time in the organization’s timezone, we convert that timestamp into each attendee’s local time and check their calendars for availability.

If all attendees are available at the requested time, we immediately book the meeting, no further steps are taken.

However, if anyone is busy at the requested time, we fall back to searching for alternative options within a default window: 9 AM–5 PM in the organization’s timezone. This fallback window helps us suggest a nearby time that works for everyone involved.

Q: What controls the “9 AM–5 PM” window?
A: It’s based on the Organization Time Zone setting (Settings → Organization).

Q: When is the fallback window used?
A: Only if one or more attendees are busy at the originally requested time.

Q: Can each user set their own working hours?
A: Not currently. The fallback search window is org-wide.

Q: Will meeting times show in each person’s time zone?
A: Yes. Every calendar invite is displayed in the local time of the recipient.

Q: What happens if there’s no available time within the fallback window?
A: We’ll keep searching for an open slot over the next five business days; if none is found, the event organizer will be notified.